Office Manager

Position Overview

The Office Manager serves as the operational leader of the branch office and the General Managers primary execution partner. This role is responsible for ensuring an outstanding customer experience, accurate billing and collections, strong operational coordination, and overall branch efficiency.

This is not an administrative support role. The Office Manager plays a direct role in customer retention, financial performance, and operational execution.

What Youll Be Responsible For

Customer Experience & Retention

• Manage inbound and outbound customer communication (phone, email, text, portal) during business hours
• Ensure timely response to customer inquiries and service requests
• Convert leads into scheduled quotes or services in coordination with branch capacity
• Address and resolve customer concerns and escalations professionally
• Document customer interactions and service commitments accurately
• Escalate retention or legal-risk matters to branch leadership as appropriate

Operational Execution

• Oversee scheduling coordination for maintenance, repair, and remodel services in partnership with field leadership
• Ensure jobs are accurately entered, updated, and closed in company systems
• Coordinate warranty documentation and follow-up
• Identify workflow inefficiencies and collaborate with leadership on process improvements

Financial Stewardship & Accounts Receivable

• Manage Accounts Receivable for the branch (090 days)
• Ensure timely and accurate invoicing
• Process payments, credits, and billing corrections
• Follow up on outstanding balances and coordinate payment arrangements
• Partner with Accounting on escalated or delinquent accounts
• Maintain accurate documentation of financial communications

Office Operations & HR Support

• Maintain a professional, organized office environment
• Manage office supplies and company-issued assets
• Support fleet-related administrative needs
• Assist with onboarding, orientation, and training coordination
• Support branch culture and performance initiatives

Qualifications

• Experience with ERP or CRM systems (Salesforce or similar preferred)
• Experience with accounting software and Accounts Receivable processes
• Understanding of billing cycles, collections best practices, and financial documentation
• Strong organizational and time-management skills
• Excellent written and verbal communication skills
• Ability to manage multiple priorities in a fast-paced environment
• High attention to detail and sound judgment

Preferred:

• Experience in aquatics, hospitality, home services, or related industries
• Background in operations, office management, or branch-level administration

BENEFITS

By joining the Amenity Pool Servicesteam, you will be part of a thriving culture grounded in Safety, Excellence, Passion, Boldness, and Partnership. We foster a fun, friendly, and professional environment dedicated to inspiring and creating happier, healthier moments each day. Additional benefits include:

• Growth & development opportunities
• Paid Time Off, including paid vacation days, sick days, floating holidays, and company holidays
• Comprehensive health benefits package including access to medical, vision and dental coverage
• Employee Assistance Program
• Ancillary benefits including short-term and long-term disability insurance, life insurance, critical illness, and accident insurance
• 401(k) benefits with a company match and access to financial wellness educational materials & resources

This job description is intended to describe the general requirements for the position. It is not a complete statement of duties, responsibilities or requirements. Other duties not listed here may be assigned as necessary to ensure the proper operations of the department. The Amenity Collective is an equal opportunity employer. All your information will be kept confidential according to EEO guidelines. Must have a legal right to work in the United States.

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